Vendor User Manual MCGM

MCGM

End user documentatione - Procurement

SAP ImplementationAt

Municipal Corporation of Greater Mumbai

e- Procurement

Bid SubmissionItem Rate Tender

Version 1.0

Prepared by

ABM Knowledgeware Ltd.5, Unique Industrial Estate,

Off Veer Savarkar Marg,Prabhadevi, Mumbai 400 025

Website: http : //www.abmindia.com

ABM Knowledgeware Ltd, Mumbai Version 1.0 of 84

http://www.abmindia.com/

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TABLE OF CONTENTS

1. Access Bid……………………………………………………………………..03

2. Payment of Tender Fees….......................................................................14

3. Downloading Tender documents...…........................................................25

4. Registering for Bid………………………………………………....................36

5. Create Bid……………………………………………………………………....40

6. Uploading of documents by Supplier………………………………………43

7. Checking of uploaded documents………………………………………….61

8. Commercial bidding…………………………………………………………..64

9. Submission of bid…………………………………………………………….69

10. Checking the status of Bid……………………………………………………79

11. Changing the bid…....................................................................................81


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1.Access Bid


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1. Access BidPlease ensure the following before start working with the e-tendering application:

1) Procure Digital Signature Certificate (Class-II / III Company Type)

2) Ensure that your digital signature certificate is compatible to your IE version and Operating System.

3) Login to your system as administrator.

4) It is recommended to use IE 6 Only.

5) If using Windows Vista OS, open IE by right clicking the IE short cut and selecting ‘Run as Administrator’.

6) Carry out required browser settings as per document published in MCGM portal.

7) Clear the browser cache (Tools Internet Options - Delete Cookies, temporary internet files and browsing history) while switching from one login to another.

8) Have genuine software installed including updated anti-virus software.

9) Go through all the information documents in MCGM portal.

10) Vendor can access the MCGM portal by using the following link.


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http://portal.mcgm.gov.in/


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Click on e-Procurement tab


Click on e-Procurement tab

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Click on e-Tendering Application


Click on e-Tendering Application

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The pop up window showing the installed digital certificates may appear sometimes.

Select Cancel button and proceed


The digital Certificates installed on the local machine.

Click on Cancel button

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Sometimes, after clicking on e-tendering Application link the following screen may appear. In this case Vendor can click on middle option "Continue to this Website (Not recommended)" and continue


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You will see the login screen shown as below

Supplier can access the above screen directly by using the following URL

https://tender.mcgm.gov.in/sap/bc/gui/sap/its/bbpstart?sap-client=900

This link can be stored in the Favorites option of browser (MenuFavorites Add to Favorites) This URL will be useful to access the e-Tendering Application directly even if the MCGM portal is down


https://tender.mcgm.gov.in/sap/bc/gui/sap/its/bbpstart?sap-client=900

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Give your Bidding Officer's User Name and password and then click on Log on


Vendor logs in with his Bidding Officers User ID and Password

After entering User Name and Password Click on Log on

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List of Bid invitations containing open bids and old bids for which the logged-in vendor created his bid.


In Menu “Process Bid”, Supplier can see the list of bid invitations which he can create Bid for.

Vendor clicks on the “Bid invitation No” and opens the bid invitation

Note the server time displayed here. The timings set for the bid follow the server time and not local machine time. It may be advisable to synchronize your local machine time with the server time displayed here immediately after this page is loaded. Please note that this is the server time when the page is loaded and not updated after page is loaded. Please reload the page for getting current server time.

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2. Payment of Tender Fees


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2. Payment of Tender Fees

Vendor can check the Status of Payment of Tender Fees before proceeding for Online Payment of tender fees.


Vendor will click the “>” to move to next page of Basic Data tab

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Vendor can check the Status of Online Payment of tender fees.The default value for the field will be Blank before Payment of fees.


The default value for Status of Online Payment tab will be Blank before Online Payment of tender fees.

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Vendor will click on button, “Pay Tender/EMD Fee” to pay the applicable Tender feesincluding VAT.


Vendor will click on Pay Tender/EMD fees tab

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Screen 2.0

Since EMD and testing charges Payment is manual (Refer to Tender notice/Tender document), Vendors will pay only tender fees and VAT online by selecting the radio button option Pay Tender fee and VAT. Here we are selecting the option Pay Tender fee and VAT and click on Continue button


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Screen 2.1

After reading the Terms and condition, select Indicator I/We Agree


After reading the Terms and condition, select Indicator I/We Agree

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Click on Pay button


Click on Pay button

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Select suitable Payment Option from drop down list

The bank options are shown under ‘Retail Net banking’ and ‘Corporate Net banking’ headings. Options under ‘Retail Net banking’ heading will allow access to retail / personal accounts of the respective banks (and not to corporate and current accounts). Similarly, options under ‘Corporate Net banking’ heading will allow access to corporate / current accounts of the respective banks (and not to retail / personal accounts). Payment can be made using any of these bank options.

The vendor need not have the bank account in his name – vendor can take help of anybody having an account in any of these banks with net-banking provision.


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The screens shown here are for one option and will differ based on the bank option selected by the vendor. The payment process depends on the bank selected.


Select the suitable Payment option from dropdown menu

After Selecting Suitable Payment option Click on Submit Button

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Give Your Details and check the total amount for transaction.


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After successful payment transaction, you will see following screen showing the successof the transaction.

The Suppliers should note down/save this transaction details for future reference.

Then close the window and return back to Bid screen


Status showing the success of the transaction

Note down the Transaction reference Number and give it as reference for any payment related queries

After you note down/Save all the transaction details Click on close button

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The Status of Online Payment of Tender Fees option is available in Basic Data tab for Bid Invitation. Vendor can refresh the page by pressing F5 on his keyboard and follow the steps from Page No 12 to Page No 15.

Vendors can verify in their Bid/tender if their Online Payment transaction was successful with MCGM. If transaction status is Successful Vendor can proceed further for downloading tender document/Creation of Tender.


Vendor can see the status of online payment as Successful, for particular bid invitation

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Vendor will get the Applied Status if the transaction is Unsuccessful / Incomplete with MCGM.

In the above case, Vendor should repeat the steps from Page No 16 to Page No 24 regarding Online Payment of tender fees till Vendor gets Successful status for his particular Bid Invitation.

If Vendor wants to pay tender fees for multiple tenders, it is strongly recommended that Vendor should refresh tendering application after successful online payment for First tender in order to avoid any possibilities for Unsuccessful payment transaction for online payment.

Vendor should take a screenshot of the above screen and forward to respective Helpdesk department regarding any issues/queries related to Tender Fee Payment along with Payment details from Page No – 23.


Vendor can see the status as Applied for particular bid Invitation

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3 Downloading Tender documents


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3 Downloading Tender documents

After successful payment, Vendor can access C-folder link to download the various documents uploaded by MCGM purchaser

Using C-folder Collaboration Link, vendor can access various documents uploaded by purchaser in Cfolder collaboration area. Vendor can download the documents on his local computer.


On General data tab, click on “Information from Purchaser”

On tab “Information to Purchaser", collaboration folder link is available to vendor. Vendor Clicks on link to access C-folder

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Screen 3.0


Vendor clicks on “OK”to access the C-folder

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After Clicking OK, the C folder window opens and minimizes automatically.


Click here to access the Cfolder area for downloading the documents from Purchaser

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When you are accessing Cfolder area for the first time, the following screen will appear.


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Scroll down on the Cfolder window, At the bottom of the page, you will see the two buttons.

Click on Accept button to proceed further.


Click on Accept Button

Scroll down on the Cfolder window

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Once the accept button is clicked, the following Cfolder screen will appear


Click on Parent Folder (Name Can be different in the system) to see all the folders.

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Screen 3.1


Click on the folder to see which documents are uploaded by Purchaser

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Vendor will select Purchaser's Document folder and download all the files uploaded by purchaser.


You will see the documents uploaded by the MCGM Purchaser

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Screen 3.2

Click on document to open it. Then SAVE the same on your local machine.

After downloading the documents from MCGM Purchaser, Click Logout on right hand top corner of the screen, and close the window of Cfolder.


Click here to open the document

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4. Registering for Bid


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4. Registering for Bid

Vendor will register for the bid invitation as depicted below:


In the bid invitation screen vendor clicks on “Register” to get registered for the respective bid invitation

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By clicking on the pop up message vendor confirms fulfillment of the eligibility and Technical Criteria requirement.


On click of “Register” button, vendor gets a pop-up message. Vendor can confirm the same by clicking “OK”

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Screen 4.1


After vendors confirmation on fulfilling eligibility and technical criteria he gets confirmation message that he has been registered for the bid invitation

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5. Create Bid


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5. Create Bid

Now Supplier will create bid for the concerned bid invitation


Next, vendor clicks on “Create” button to create the Bid for uploading Eligibility / technical bid documents and entering price bid

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Screen 5.0


Click on OK

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6. Uploading of documents by Vendor


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6. Uploading of documents by VendorAfter vendor created the bid, he can see tab in the top with the name “My Notes”,

This is an area, which is assigned to vendor to upload his documents, which he wants to submit to MCGM. Vendor accesses C-folder link to upload the various Documents. So go to tab “My Notes”.


On General data tab, click on “My Notes”

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Screen 6.0


On tab “My Notes”, collaboration folder link is available to vendor.Vendor Clicks on link to access C-folder

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Using C-folder Collaboration Link, vendor can upload various documents in Cfoldercollaboration area. Vendor can upload the documents from his local computer


Vendor clicks on “OK” to access the C-folder

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After Clicking OK, the Cfolder window opens and minimizes automatically.


Click here to access the Cfolder area for uploading the relevant Bid documents.

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Screen 6.1


Click on Parent Folder (Name Can be different in the system) to see all the folders.

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Screen 6.2


Click on the Bidders’ Documents Folder to select it and open it to upload your documents

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Screen 6.3


Click on Create to upload your documents

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Screen 6.4


Select file type: Normally select Document only.

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Screen 6.5


Give a name to the file being uploaded to properly identify the file – i.e ‘Technical Specification document' etc

Give detail description of the document

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Screen 6.6

Select Upload Local File option and click on Continue button to upload a file from local machine


After Selecting the Upload Local File radio button Click on Continue

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Screen 6.7


Click on Browse to select the file which is to be uploaded

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Screen 6.8


Select the File which is to be uploaded and Click on Open Button

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Screen 6.9


Click on Sign and Save button to sign and save the file.

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Screen 6.10

The pop up will display the list of certificates installed at vendor’s machine

Vendor will select his digital signature and click on OK to sign.


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Screen 6.11


Select Demo3 assuming that demo3 is vendor’s certificate.

Click on OK afterSelecting certificate.

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Screen 6.12

Click on OK button


Pop up message will cometo inform vendor that file issigned successfully.

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Screen 6.13

NOTE:

• Similarly vendor can upload as many files as he wants to upload using the same process.After uploading documents check whether the documents got uploaded properly as described in the in the following section.

• Please note that the document size should be ideally less than 500 KB and in any case should not exceed 1 MB. Please ensure this while scanning the documents and converting them to PDF. Also ensure that the final document is readable.


We can see that the uploaded file is listed here.

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7. Checking of uploaded documents


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7 .Checking of uploaded documents

Vendor should check and confirm the proper uploading of documents by opening them.

If the document(s) uploaded is not proper then the vendor can delete that document and Upload the new one (Procedure for document uploading is as mentioned above)

To delete the document first select the document, which you want to delete and then click on Delete tab to delete it.


Click here to open the document

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Screen 7.0

Click Logout on right hand top corner of the Screen, and close the window of Cfolder after ensuring that all the documents are properly uploaded.


First select the document, which you want to delete

Then Click Delete tab to delete the document

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8. Commercial bidding


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8 Commercial bidding

Screen 8.0


Check the Biding period on the Initial screen for which the vendor is binded to MCGM to supply the items at the specified rates

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Then Click on tab item Data, vendor can see the items for which bid has been invited

Screen 8.1


Click on Item data

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Screen 8.2


Check unit of measure for the item and quote the price accordingly

Vendor can enter the price for items.

Price quantity field

The Price entered here is all inclusive Price amount, as there is no provision given to indicate base price and taxes etc. separately.

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NOTE :

• Here for Item No. 1 the Price entered is 100 Rs. and the value entered in price quantity field is 10. It means the amount quoted for item no. 1 is 100 Rs. per 10 Numbers.

The default value in price quantity field is 1 (as shown in screen 8.1 on page No.63)

• You can enter a value in price quantity field depending on your rate quoting for that item based on quantity.

• Please don’t use the comma separator in the amount figure entered in the price field e.g. If Supplier wants to quote value Rs.12,34,567 for an Item then enter this value as 1234567 in the Price column; if Supplier wants to quote the value Rs.12,34,567.80 for an Item then enter this value as 1234567.80 in the Price column. The system will automatically convert the entered amount figures to the set decimal format based on individual User settings.

• The Price Quoted will be applicable for the quantity mentioned against that item. It may please be noted that this quantity may be amended by MCGM. The price quoted will be applicable to final quantity as amended.


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9. Submission of bid


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9 Submission of bid

Bid Submission: After completion of the document uploading and the price entry for the items, vendor will submit the bid as follows.

Step 1: Check the bid document before submitting the bid.Step 2: Sign the Commercial bid.Step 3: Submit the bid.


Step 3: Vendor clicks on button “Submit Bid” to submit the bid.

Step 1: Click on “Check” button to check whether the document contains no errors

Step 2: Vendor clicks on button “Sign” to sign commercial bid

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Step 1 :

Check the bid document before submitting the bid.


After Clicking on check button you will get the following message indicating completion of bid and containing no error. Click on Ok

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Step 2 :

Sign the Commercial bid.Once you get the message of Bid is complete and contains no error after checking the bid click on Sign button to digitally sign the bid.


Click on Sign Button

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Screen 9.0


Click on OK

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The pop up will display the list of certificates installed at vendor’s machine Vendor will select his digital signature and click on OK to sign.


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Screen 9.1


Select Demo3 assuming that demo3 is vendor’s certificate.

Click Ok after selecting the digital certificate

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Screen 9.2


Pop up message will appear to inform vendor that the document is signed successfully

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Step 3:

Submit the bid. After digitally signing the Bid, Click on submit button to submit your bid


Click on Submit button

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Screen 9.3


The pop up showing the message of bid submission. Click on OK

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10. Checking the status of the bid


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10. Checking the status of the bid

Click on process bid


Check the status of the bid after submission.The status of the bid changes to ‘Bid Submitted’

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11. Changing the bid


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11. Changing the bid

Screen 11.0


The vendor can Change the bid till the end date and time of the bid

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Click on change to change the bid


Click on change button to change the bid data before end date of the bid

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Screen 11.1

In the change option, you can change the data in the bid.

Again repeat the steps of checking the bid, signing the bid and submission of bid (Refer Topic 9.)


Vendor User Manual MCGM

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